Recording fees...how r u doing it ?

[tish501]

We have recently changed from handwritten fees recording to a computer based

system,but i am not very happy with it...what system do you all do to calculate

fees etc ? Thanks

[hopeytg]

I use excel - simple to set up and by using the formula options I just have to change the number of hours I am billing for. If you are not confident on excel there are some very useful help pages.

[lsp]

Still handwritten. To be honest have very few that pay for extra hours. Sorry, supposed to pay for extra hours lol. Would love a computer program that could make parents pay!!!!

[Mouseketeer]

Still using a sheet I print off, would like something easier, the hardest bit at the moment is the different 2yr/3yr rate, it changes the week following their 3rd birthday......how do others charge for this ? I wanted the term following as funding but committee not happy with that :-(

[finleysmaid]

we also are set up on excel...has been like that for years.

We don't charge different amounts for two's and three's now have upped them both to around the £5 an hour mark

[Fredbear]

Yes excel for the spreadsheets and invoices here too.

[finleysmaid]

my daughter uses quickbooks for her business ...don't know if it includes invoicing but I would think so.....has a monthly fee but it's quite low and you can do wages etc on it too

[lsp]

Mouseketeer. If your fees drop on the child's birthday - does that mean you change your staffing rota and the number of staff in or do you do that on a termly basis? Surely that is what those parents are paying for - the same as the funded 2 year olds. We charge the same hourly rate for all children despite 'encouragement' from county.

[Mouseketeer]

Totally agree with what you're saying lsp, and no staffing stays the same, but when the committee are making the decisions they don't want to pay anymore than they have to, and I do see that if your child turns 3 early into a term it is a fair bit more to continue paying 2yr rate (£1 per hr diff)......I think the answer is to put the unfunded 3's up to 2yr rate :-D

[lsp]

It's one of the real problems of having committee of parents - conflict of interests. At our last AGM the most vocal parent was insistent that fees should not be increased. In the end they agreed on 10 pence an hour increase but then this impacted on wage increases. They only wanted in increase for staff that they had to ie minimum wage.

 

Just to add, not all parents and not all committees.

Edited January 31, 2016 by lsp

[thumperrabbit]

It's one of the real problems of having committee of parents - conflict of interests.

We always review our fees at our committee meeting in June ready for the September term this means that most of the committee are leaving anyway (most of our ch only stay 1 year) so it doesn't affect them or if they are staying their child will probably be funded - that way they make the best decision for the setting

Last year the committee did quite a hike on the fees (put up by £1 per hr) and I was a little worried thinking I'd be the one getting the backlash but not a single parent said anything and it's taken the fundraising pressure off a little which can only be a good thing.

[Foreveryoung]

I use kindersoft just for invoicing and it's saved me hours of my time. I don't pay for back up I just back up weekly myself

[GFCCCC]

We use Kindersoft too. Its really easy - it costs £25 per month but recording the fees by hand and keeping track of it would cost loads more in staff time.

[tinkerbell1403]

Just rekindling this thread as I am currently looking to move from a paper based system to excel as we cannot afford management software at present.

 

I have absolutely no idea where to even begin and was going to ask if anyone would be kind enough to share their record systems for some inspiration?

 

Thank you in advance

[Mother_Goose]

Just rekindling this thread as I am currently looking to move from a paper based system to excel as we cannot afford management software at present.

 

I have absolutely no idea where to even begin and was going to ask if anyone would be kind enough to share their record systems for some inspiration?

 

Thank you in advance

 

I use two systems. One is an excel spreadsheet to record what days each child attends and whether they do lunch. If they're funded or not, whether we're eligible for EYPP etc. This then automatically tells me what to complete in our Headcount submission to the LEA and then calculates the invoice amount. We mainly use this for financial forecasting though as it helps us understand our income for the year, and how that is split between fees and funding.

 

For generating invoices for parents, we actually use a completely free online too called Brightbook. https://mybrightbook.com/

 

It's brilliant and best of all, completely free! It generates the invoices (and emails them), then tells me when they're overdue etc.

 

I'm happy to upload an version of the spreadsheet that can be played around with, and screenshots of how we've configured brightbooks if you'd find that helpful?

[lynned55]

 

I'm happy to upload an version of the spreadsheet that can be played around with, and screenshots of how we've configured brightbooks if you'd find that helpful?

I'd find it really helpful. Esp the spreadsheet.

Thank you for the offer

[lsp]

I am sure there are a few of us would welcome the chance to look at your system Sarah_Jones. Thankyou.

[Joanne123]

I am sure there are a few of us would welcome the chance to look at your system Sarah_Jones. Thankyou.

Yes, I know I would if possible xx

[Mother_Goose]

I've gone away for a week but when I'm back I'll upload the files.

[lynned55]

Thank you Sarah_Jones

[lynned55]

I've just been having a mess around with Brightbooks and I'm really impressed, especially for a free program. I think I will start using it for September.

[tinkerbell1403]

Sarah I would be very keen to take a look at your systems for some inspiration. I just feel we are in the dark ages using systems I've inherited from previous management!! I will definitely take a look at Brightbooks thank you for the recommendation

[MarshaD]

Moved from excel to instant nursery manager, following advice from the forum. Obviously more cost than excel, and not perfect but saves a ton of time. Our rates are the same for everyone though.

[Mother_Goose]

Hi again

 

Brightbooks setup.pdf shows how we've set up product categories to create our parent invoices. It really is a fabulous little free tool, so definitely worth setting up an account and having a play to see how it could work for you.

 

Template.xlsx is a blank file for you to play around with. I love excel, and I love creating formula, so it may be a bit geeky to some of you! I've added some comments to show which bits you need to complete - if you have a play, you'll see that the rest of the spreadsheet auto-populates.

 

You can edit the information on the 'data' tab to include your own funding rates, term dates and inset dates etc. However, please note that this is set up for how our LEA allocates funding throughout the year, and you may find that it won't work in your location. If you know a little about excel though, it shouldn't be too hard to update the formula so that it's calculating the way you need it to.

 

Very happy to answer any questions - just let me know!

Template.xlsx

Brightbooks setup.pdf

[lynned55]

Thanks Sarah. Have downloaded and will have a play tomorrow.

Although I had planned to definitely start using Brightbooks in Sept- it has just occurred to me that with the start of the 30 hours and with us only being open for 26 hours we arent going to be invoicing many parents beyond the Sept term! By Christmas most of ours will be 3.

[parklands]

We use Kindersoft, it is quite easy to use but i must admit i do have a finance dept at Head Office that does the main bits on it.